Optficial Labs Pvt Ltd. builds products for education, healthcare operations, and agriculture. These products may handle deeply personal information, including learning activity, health records, and farm data. This policy explains how that information is handled.
1. Scope and our role
This policy covers optficial.ai and the dhimantAI, Mendly, and BhoomiAI products when used through web or mobile applications.
Most deployments are operated for an institution such as a school, clinic, FPO, or government department. The institution determines what information is collected and why, and ordinarily acts as the Data Fiduciary under India’s Digital Personal Data Protection Act, 2023. Optficial Labs Pvt Ltd. processes that information under the institution’s instructions.
For information provided directly to us, including product enquiries, Optficial Labs Pvt Ltd. acts as the Data Fiduciary.
2. What we collect
This website
The product-enquiry form creates a draft in your email application. It does not send form data to our servers. Information reaches us only when you choose to send that email. Our hosting provider may retain standard security and reliability logs, including IP address, browser information, and requested pages.
dhimantAI · Education
- Account and roster details supplied by the institution.
- Voice and transcripts from tutoring sessions.
- Answers, whiteboard work, practice activity, and teach-back responses.
- Concept-gap, mastery, planning, and engagement signals.
- Institution-owned curriculum, notes, textbooks, and videos.
Mendly · Healthcare operations
Health information is treated as the most sensitive category we handle.
- Identity, demographics, contact information, and family profiles.
- Symptoms, clinical notes, diagnoses, prescriptions, allergies, tests, and visit history.
- Voice or video used during configured care workflows.
- Camera-assisted signals and images used in enabled health workflows.
- Uploaded reports or prescriptions processed for the requested task.
- Addresses and active-job location information for relevant care personnel.
- Booking, cost, payment, and delivery metadata.
BhoomiAI · Agriculture
- Farmer profile and language preferences.
- Field boundaries, acreage, soil information, irrigation, and crop cycles.
- Crop symptoms, photos, activity logs, and input usage.
- Voice and transcripts from the vernacular assistant.
- Market lookups, harvest listings, and field verification records.
3. Sensitive data, stated plainly
Microphone, camera, and background location access are used only for the task the user or institution has enabled. Microphone access is active during a started session. Camera access is used on the relevant scan or capture screen. Background location applies to authorised personnel during an active assignment and can be switched off.
Recordings, scans, and location information are not used for advertising, profiling, or resale. We do not sell personal data.
4. How we use data
- Deliver the requested teaching, care, agricultural, or fulfilment workflow.
- Support safety checks and route high-risk situations to authorised people.
- Give institutions aggregate operational and learning visibility.
- Operate, diagnose, secure, and audit the products.
- Meet contractual, clinical, academic, and legal record-keeping requirements.
Processing may rely on consent, the contract with the institution, and legitimate operational or safety requirements. Where consent is the basis, it may be withdrawn subject to applicable record-keeping duties.
5. AI processing
We do not train public or foundation models on customer or user data.
Institutional deployments are configured to isolate one customer’s information from another.
AI output supports a workflow; it is not the final human decision. A clinician approves clinical decisions, an educator owns pedagogy, and an authorised field professional verifies agricultural guidance where required.
Speech, text, or images may be processed by contracted model providers only to deliver the requested function. Provider contracts prohibit the use of that content to train their public models.
6. Service providers
We use a limited set of contracted providers that process information only on our instructions. They may include:
- Cloud hosting, databases, file storage, and backups.
- Real-time voice and video communication infrastructure.
- Speech, language, and vision model providers.
- Mapping and route services for active delivery or care workflows.
- Notification infrastructure.
- Public or licensed weather and market feeds that receive no personal information.
Some providers may operate outside India. Cross-border processing is governed by contractual safeguards, and institutions may request in-region configurations where supported.
8. Storage and retention
- Live audio and video are streamed and are not archived unless an institution has explicitly enabled recording and notified users.
- Transcripts, notes, and records are kept according to the institution’s agreement and relevant record-keeping requirements.
- Scans and photos follow the retention period of the record they support.
- Active-job location is retained only for the assignment and a limited dispute-resolution period.
- Security and server logs are retained for a limited operational period.
When a deployment ends, information is exported or deleted according to the agreed offboarding schedule and applicable law.
9. Security
Information is encrypted in transit and at rest. Access is limited by role, administrative activity is logged, and institutions retain control over their own accounts and permissions. If a reportable breach occurs, affected institutions and relevant authorities will be notified as required by law.
10. Your rights
Subject to applicable law, you may ask to:
- Access your information and correct inaccuracies.
- Withdraw consent or request deletion, subject to legal retention requirements.
- Nominate another person and raise a grievance.
If you use a product through an institution, contact that institution first because it controls the record. If it cannot resolve your request, email contact@optficial.ai. You may also contact the Data Protection Board of India where applicable.
11. Children and students
dhimantAI may be used by students under 18 through an institution. The institution is responsible for obtaining verifiable parent or guardian consent before issuing an account. We do not profile children for advertising or behavioural targeting.
13. Changes to this policy
If our handling practices change, this policy and its date will be updated. Material changes are communicated to institutional customers, and fresh consent will be requested where required.
14. Contact us
Grievance and privacy enquiries
Optficial Labs Pvt Ltd.
contact@optficial.ai
3rd Floor, NYN Arcade, Lumbini Avenue, Gachibowli, Hyderabad,
Telangana 500032